How to buy General goods and services

Follow this process to purchase from a supplier under a GGS common-use supply arrangement, including standing offer arrangements and preferred supplier panels.

• Step 1: Search for the goods or services you need
• Step 2: Choose a supplier
• Step 3: Proceed to purchase

Step 1: Search for the goods or services you need

The easiest way to buy goods and services is using a supplier under an existing whole-of-government common-use supply arrangement. These suppliers are prequalified, so you can contact them directly for quotes.

All common-use supply arrangements (including the GGS list) can be found on the Queensland Government Arrangements Directory.

Each common-use supply arrangement listing includes buyer guides, schedules and pricing information. Some agency arrangements may not be available across government. Contact the agency's procurement area directly if you are interested in using one of their arrangements.

Getting quotes

The number of quotes you need varies under each common-use supply arrangementv and your agency's procurement policy. You can see the requirements in the relevant buyer's guide or fact sheet.

You can also use the value/risk matrix (VRM) to determine the number of quotes you should seek. The VRM shows the complexity associated with procuring the goods or service.

Step 2: Choose a supplier

Most common-use supply arrangements have a supplier matrix to help you choose a supplier. The supplier matrix outlines:

• the specialties of each supplier
• their support of the Queensland Procurement Policy.

Step 3: Proceed to purchase

Issuing a contract

Once you choose the preferred supplier, follow your agency's procurement procedures to issue a contract. This generally includes:

• obtaining appropriate approvals from the relevant delegate (financial and procurement)
• ensuring your order is compliant with the terms and conditions or other conditions deemed appropriate by your agency's procurement procedures. Be very clear about deliverables and payment milestones
• referring to your agency's finance guidelines on how to raise a purchase order, referencing the common-use supply arrangement number and emailing the purchase order to the supplier's authorised representative
• filing all documentation as per your agency's record management requirements
• managing payments in accordance with your agency's Financial Management Practice Manual (FMPM).

Your procurement team can use specific documents but always quote the common-use supply arrangement number.

More information

If there is no common-use supply arrangement for your good or services, there are other options available. Find out how to buy for government, including going to market or specific agency arrangements.

Contact

Email betterprocurement@hpw.qld.gov.au or contact your agency procurement lead.